Privacy Policy of Northlight Portrait Studio

Effective date: June 16, 2026

1. Introduction and company information

This Privacy Policy explains how Northlight Portrait Studio collects, uses, discloses, stores, and protects personal information in connection with its photo-studio services, including portrait sessions, image editing, booking, customer communications, online inquiries, marketing, and related business operations.

Northlight Portrait Studio is committed to handling personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, provincial privacy laws.

Business name: Northlight Portrait Studio
Address: 1250 Bloor Street West, Toronto, ON M6H 1N5, Canada
Email: [email protected]
Phone: +1 (416) 782-6943

2. Data collection and processing

Northlight Portrait Studio may collect and process the following categories of personal information, depending on your interactions with us:

• Identification and contact information: name, email address, phone number, mailing address, and preferred contact details.
• Booking and service information: appointment details, session preferences, package selections, special instructions, and communication history.
• Photographic and visual information: photographs, video recordings, image files, and related metadata created during studio sessions or provided by you.
• Payment and transaction information: billing details, payment confirmations, invoice records, and limited payment-related information necessary to process transactions.
• Technical information: IP address, browser type, device information, cookies, log data, and website usage information collected through our website or digital tools.
• Marketing and preference information: communication preferences, newsletter subscriptions, and responses to promotional messages.
• Other information you provide: any information you voluntarily submit through forms, emails, phone calls, or in-person communications.

We generally collect personal information directly from you, but we may also receive information from third parties where permitted by law, such as payment processors, booking platforms, referral partners, or social media platforms if you interact with us through those services.

Northlight Portrait Studio processes personal information only for identified purposes and only to the extent reasonably necessary for those purposes.

3. Purpose of data processing

Northlight Portrait Studio may use personal information for the following purposes:

• to provide photography and portrait studio services;
• to schedule, confirm, reschedule, and manage appointments;
• to communicate with clients about sessions, deliverables, invoices, and customer support;
• to create, edit, store, and deliver photographs and related products;
• to process payments, refunds, and accounting records;
• to personalize services and improve client experience;
• to send marketing communications, where permitted and subject to your consent or applicable law;
• to maintain business records and comply with legal, tax, and regulatory obligations;
• to detect, prevent, and address fraud, misuse, security incidents, or unauthorized access;
• to operate, maintain, secure, and improve our website, systems, and business operations;
• to enforce contracts, manage disputes, and protect our legal rights.

We do not use personal information for purposes that are incompatible with the purposes described in this Privacy Policy unless required or permitted by law or with your consent.

4. Legal basis for processing

Where applicable under Canadian privacy law, Northlight Portrait Studio relies on one or more of the following grounds to process personal information:

• Consent: where you have given express or implied consent for a specific purpose, including marketing communications and certain optional services.
• Contractual necessity: where processing is necessary to provide the services you request, fulfill bookings, deliver products, or manage client relationships.
• Legal obligation: where processing is required to comply with applicable laws, regulations, court orders, or lawful requests from authorities.
• Legitimate business purposes: where processing is reasonably necessary for business operations, fraud prevention, security, service improvement, or recordkeeping, and where such interests are not overridden by your rights and interests.

When consent is the basis for processing, you may withdraw that consent at any time, subject to legal or contractual restrictions and reasonable notice.

5. Data sharing and third parties

Northlight Portrait Studio may share personal information with third parties only as necessary and only for legitimate business purposes, including:

• Service providers: vendors that assist with booking systems, website hosting, cloud storage, email delivery, customer relationship management, analytics, payment processing, and IT support.
• Professional advisors: accountants, lawyers, insurers, and other advisors where necessary for business administration, compliance, or legal protection.
• Delivery and fulfillment partners: printing labs, album producers, framing services, couriers, or similar providers involved in delivering products or services.
• Marketing and communications tools: platforms used to manage newsletters, promotions, or client communications, where permitted by law.
• Authorities and legal recipients: government agencies, regulators, law enforcement, courts, or other parties where disclosure is required or permitted by law.
• Business transferees: in connection with a merger, acquisition, financing, reorganization, or sale of all or part of the business, subject to applicable legal requirements.

Northlight Portrait Studio requires third parties that process personal information on our behalf to protect it appropriately and to use it only for the purposes we authorize.

We do not sell personal information in the ordinary sense of the term. If our practices change, we will update this Privacy Policy and, where required, obtain appropriate consent.

6. Data transfer to third countries

Some of the service providers used by Northlight Portrait Studio may store or process personal information outside Canada, including in the United States or other jurisdictions. As a result, your personal information may be subject to the laws of those countries and may be accessible to courts, law enforcement, or regulatory authorities in those jurisdictions.

Where personal information is transferred outside Canada, Northlight Portrait Studio takes reasonable steps to ensure that appropriate contractual, technical, and organizational safeguards are in place to protect the information in a manner consistent with applicable Canadian privacy requirements.

7. Storage duration

Northlight Portrait Studio retains personal information only as long as reasonably necessary to fulfill the purposes for which it was collected, to comply with legal and accounting obligations, to resolve disputes, and to enforce agreements.

Retention periods may vary depending on the type of information and the purpose for which it is used. For example:

• booking and client service records are generally retained for the duration of the client relationship and for a reasonable period afterward;
• financial and tax records are retained for the period required by applicable law;
• photographs and image files are retained according to the terms of the applicable service agreement, client preferences, and operational needs;
• marketing contact information is retained until you unsubscribe, withdraw consent, or request deletion, subject to legal exceptions.

When personal information is no longer required, Northlight Portrait Studio will securely delete, anonymize, or destroy it in accordance with applicable law and internal retention practices.

8. User rights

Subject to applicable law, you may have the following rights regarding your personal information held by Northlight Portrait Studio:

• Access: to request confirmation of whether we hold personal information about you and to obtain a copy of that information.
• Rectification: to request correction of inaccurate, incomplete, or outdated personal information.
• Erasure: to request deletion of personal information in certain circumstances, subject to legal and contractual limitations.
• Restriction: to request that we limit the use or disclosure of your personal information in certain situations.
• Data portability: to request a copy of certain personal information in a structured, commonly used format where applicable law provides such a right.
• Objection: to object to certain processing activities, including some forms of direct marketing or processing based on legitimate interests where applicable.

To exercise any of these rights, please contact us using the details provided below. We may need to verify your identity before responding to your request. We will respond within the time period required by applicable law or, if no specific period applies, within a reasonable time.

9. Withdrawal of consent

Where Northlight Portrait Studio relies on your consent to process personal information, you may withdraw that consent at any time by contacting us or using any available unsubscribe or preference-management mechanism.

Please note that withdrawing consent does not affect the lawfulness of processing carried out before the withdrawal. In some cases, if you withdraw consent for information that is necessary to provide a service, we may no longer be able to provide that service or certain features of it.

10. Right to complain

If you have concerns about how Northlight Portrait Studio handles your personal information, we encourage you to contact us first so we can attempt to resolve the issue promptly and fairly.

You also have the right to file a complaint with the appropriate privacy regulator in Canada, including the Office of the Privacy Commissioner of Canada, or with a provincial privacy authority where applicable.

We will cooperate with any lawful investigation or complaint process and will take reasonable steps to address substantiated privacy concerns.

11. Data security

Northlight Portrait Studio uses reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, loss, or destruction.

These measures may include access controls, password protection, secure storage, encryption where appropriate, staff confidentiality obligations, and limited access to personal information on a need-to-know basis.

However, no method of transmission over the internet or method of electronic storage is completely secure. While we strive to protect personal information, we cannot guarantee absolute security.

12. Contact information

If you have questions, requests, or complaints regarding this Privacy Policy or our handling of personal information, please contact:

Northlight Portrait Studio
1250 Bloor Street West, Toronto, ON M6H 1N5, Canada
Email: [email protected]
Phone: +1 (416) 782-6943

13. Changes to privacy policy

Northlight Portrait Studio may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, technologies, or business operations.

When we make material changes, we will take reasonable steps to notify you, such as posting the updated policy on our website, updating the effective date, or providing direct notice where appropriate.

Your continued use of our services after an updated Privacy Policy becomes effective indicates your acknowledgment of the revised terms, to the extent permitted by law.

By using the services of Northlight Portrait Studio, you acknowledge that you have read and understood this Privacy Policy.